CODE OF CONDUCT
Litton Cheney Parish Council Code of Conduct (adopted by resolution on 10 July 2012) (based on the NALC Model Issued under Legal Briefing 09-12 dated 29 June 2012) Introduction Pursuant to section 27 of the Localism Act 2011, Litton Cheney Parish Council (‘the Council’) has adopted this Code of Conduct to promote and maintain high standards of behaviour by its members and co-opted members whenever they conduct the business of the Council including the business of the office to which they were elected or appointed or when they claim to act or give the impression of acting as a representative of the Council. This Code of Conduct is based on the principles of selflessness, integrity, objectivity, accountability, openness, honesty, and leadership. Definitions For the purposes of this Code, a ‘co-opted member’ is a person who is not a member of the Council but who is either a member of any committee or sub-committee of the Council, or a member of, and represents the Council on any joint committee or joint sub-committee of the Council, and who is entitled to vote on any question that falls to be decided at any meeting of that committee or sub-committee. For the purposes of this Code, a ‘meeting’ is a meeting of the Council, any of its committees, sub-committees, joint committees or joint sub-committees. For the purposes of this Code, and unless otherwise expressed, a reference to a member of the Council includes a co-opted member of the Council. Member obligations When a member of the Council acts, claims to act or gives the impression of acting as a representative of the Council, he/she has the following obligations. 1. He/she shall behave in such a way that a reasonable person would regard as respectful. 2. He/she shall not act in a way which a reasonable person would regard as bullying or intimidatory. 3. He/she shall not seek to improperly confer an advantage or disadvantage on any person. 4. He/she shall use the resources of the Council in accordance with its requirements. 5. He/she shall not disclose information which is confidential or where disclosure is prohibited by law. Registration of interests 1. Within 28 days of this Code being adopted by the Council, or the member’s election or the co-opted member’s appointment (where that is later), he/she shall register all interests which fall within the categories set out in Appendix A . 2. Upon the re-election of a member or the re-appointment of a co-opted member, he/she shall within 28 days re-register any interests in Appendix A. 3. A member shall register any change to interests or new interests in Appendix A  within 28 days of becoming aware of it. 4. A member need only declare on the public register of interests the existence but not the details of any interest which the Monitoring Officer agrees is a ‘sensitive interest’.  A sensitive interest is one which, if disclosed on a public register, could lead the member or a person connected with the member to be subject to violence or intimidation. Declaration of interests 1. A member shall not participate in a discussion or vote on the matter. He/she only has to declare what his/her interest is if it is not already entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it. 2. Where a matter arises at a meeting which relates to an interest in Appendix A which is a sensitive interest, the member shall not participate in a discussion or vote on the matter. If it is a sensitive interest which has not already been disclosed to the Monitoring Officer, the member shall disclose he/she has an interest but not the nature of it. 3. Where a matter arises at a meeting which relates to an interest in Appendix B (not currently adopted), the member shall withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting. 4. A member only has to declare his/her interest in Appendix B (not currently adopted) if it is not already entered in his/her register of interests or he/she has not notified the Monitoring Officer of it or if he/she speaks on the matter before withdrawing. If he/she holds an interest in Appendix B (not currently adopted) which is a sensitive interest not already disclosed to the Monitoring Officer, he/she shall declare the interest but not the nature of the interest. 5. Where a matter arises at a meeting which relates to a financial interest of a friend, relative or close associate, the member shall disclose the nature of the interest and withdraw from the meeting. He/she may speak on the matter before withdrawing only if members of the public are also allowed to speak at the meeting.  If it is a ‘sensitive interest’ the member shall declare the interest but not the nature of the interest. Dispensations On a written request made to the Council’s proper officer, the Council may grant a member a dispensation to participate in a discussion and vote on a matter at a meeting even if he/she has an interest in Appendix A if the Council believes that the number of members otherwise prohibited from taking part in the meeting would impede the transaction of the business; or it is in the interests of the inhabitants in the Council’s area to allow the member to take part or it is otherwise appropriate to grant a dispensation.
Interests described in the table below. Subject   Description   Employment, office,  trade, profession or  vocation   Any employment, office, trade, profession or vocation carried on for profit or gain.   Sponsorship   Any payment or provision of any other financial benefit (other than from the Council)  made to the member dur ing the 12 month period ending on the latest date referred to in  paragraph 6 above for expenses incurred by him/her in carrying out his/her duties as a  member, or towards his/her election expenses.     This includes any payment or financial benefit from a trade union within the meaning of  the  Trade Union and Labour Relations (Consolidation) Act 1992 .   Contracts   Any contract made between the member or   his/her spouse or civil partner or the  person with whom the member is living as if they were spouses/civil partners (or a firm  in which such perso n is a partner, or an incorporated body of which such person is a  director* or a body that such person has a beneficial interest in the securities of*) and  the Council  —     (a) under which goods or services are to be provided or works are to be executed; an d     (b) which has not been fully discharged.   Land   Any beneficial interest in land which is within the area of the Council.   ‘ Land’ excludes an easement, servitude, interest or right in or over land which does not  give the member or his/her spouse or civil partner or the person with whom the  member is living as if they were spouses/civil partners (alone or jointly with another) a   right to occupy or to receive income.   Licences   Any licence (alone or jointly with others) to occupy land in the area of the Council for a  month or longer.   Corporate tenancies   Any tenancy where (to the member’s knowledge) —     (a) the landlord is the Counc il; and     (b) the tenant is a body that the member, or his/her spouse or civil partner or the  person with whom the member is living as if they were spouses/civil partners is a  partner of or a director* of or has a beneficial interest in the securities* of.    Securit ies   Any beneficial interest in securities* of a body where —       (a) that body (to the member’s knowledge) has a place of business or land in the area  of the Council; and     (b) either —     (i) the total nominal value of the securities* exceeds £25,000 or one  hundredth of  the total issued share capital of that body; or     (ii) if the share capital of that body is of more than one class, the total nominal value  of the shares of any one class in which the   member, or his/her spouse or civil  partner or the person wi th whom the member is living   as if they were spouses/civil  partners has a beneficial interest exceeds one hundredth of the total issued share  capital of that class.   *’   director includes a member of the committee of management of an industrial and providen     t society. *’  securities’ means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme  within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than  money depos ited with a building society .
DONATIONS POLICY (Draft)
LITTON CHENEY PARISH COUNCIL GRANTS AND DONATIONS POLICY  INTRODUCTION Litton Cheney Parish Council will include in its annual budget money for local grants and donations. Through its Grants and Donations policy the Council aims to support causes which it considers beneficial to the Parish, to promote local activity and support clubs and organisations and individuals. The Council aims to ensure the award making activity is open, transparent and fair. Any grants made available for such purposes are funded directly from the Parish Precept. Section 137 of the Local Government Act 1972 places restrictions on Parish Councils when it comes to making grants to other organisations or bodies.  The maximum amount which a council may spend under Section 137 in any one year (i.e. from 1 April to the following 31 March) is restricted by the number of people on the parish electoral roll.  Donations made by Litton Cheney Parish Council will not exceed £2,200 per annum.    ELIGIBILITY FOR APPLYING FOR A GRANT  Local groups, clubs and associations operating within the Parish, or directly benefitting people within the Parish, are eligible to apply THE FOLLOWING ARE NOT ELIGIBLE  support for individuals or private business projects;  the running costs of any organisation;  projects which are the prime statutory responsibility of other government bodies;  projects which improve or benefit privately owned land or property;  projects which have already been completed or will have been completed by the time the grant is made.   HOW TO APPLY Any applications must be made on the application form attached to this policy and submitted to the Parish Clerk, Mrs M Walsh, by email or post. littoncheney@dorset-aptc.gov.uk.  4 Bath Orchard, Bridport, DT6 3FD.    HOW WILL THE APPLICATION BE ASSESSED?   The Parish Council will consider any application at its bi-monthly meeting only and will look at the following: How well the grant will meet the needs of the community, providing positive benefit to the inhabitants How effectively the group will use the grant.   Whether the application is appropriate and that costs are realistic. What level of contributions has been, or will be, raised locally Whether the organisation or group could reasonably have been expected to obtain sufficient funding from another, perhaps more appropriate, source How the organisation or group is managed, and where applicable as indicated in its Constitution.   CONDITIONS Where a request for a grant/donation is agreed, the Council shall determine the amount, using the figure requested by the applicant as a guide only. The grant or donation shall be used only for the stated purpose otherwise the monies shall be returned to the Council, except where the Council’s prior written consent has been given for the funds to be used for another purpose. The Council may request that applicants provide written feedback explaining how the grant/donation has benefitted their group/organisation. If feedback is required, this will be communicated in the decision letter. The Council reserves the right to request repayment of any grant/donation where an applicant does not comply with these conditions. Retrospective applications will normally not be considered.     Signed ………………………………..                      Date ………………………….   Policy adopted May 2018 Policy review May 2020
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LITTON CHENEY PARISH COUNCIL GRANTS AND DONATIONS APPLICATION FORM  Please note that this application will not normally be considered unless it is accompanied by a copy of the latest set of annual accounts showing the organisations income, expenditure and level of balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed. 
Description   Details   1.    Name of Organisation      2.    Name, Address and Status of Contact       3.    Telephone Number of Contact       4.    Is the Organisation a Registered Charity?     Yes: Please st ate Registered  Charity Number:   No      5.    Amount of grant/donation requested       £        Should your application be successful please  complete your bank details below for electronic  payment:           Bank Sort Code Number          Bank Account Name          Bank Account Number      6.      For what purpose or project i s the grant/donation  requested?     7.      What will be the to tal cost of the above project?    £    8.    If the total cost of the project is more than the  grant/donation, how will the residue be financed?         9.    Have you applied for grant/donation for the same  project to another organisation?     If so, which organisation and how much?        10.      Who will benefit from the project?        11.      Approximately how many of those who will benefit  are parishioners?
You   may   use   a   separate   sheet   of   paper   to   submit   any   other   information   which   you   feel   will   support   this application.  Signed…………………………………………………………………     Date…………………………….. Received by LCPC …………………………………………………       Date……………………………..
DATA PROTECTION POLICY
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LITTON CHENEY PARISH COUNCIL DATA PROTECTION POLICY  Litton Cheney Parish Council recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address. General Data Protection Regulations (GDPR)    The   GDPR   sets   out   high   standards   for   the   handling   of   personal   information   and   protecting   individuals’   rights   for   privacy.   It   also regulates   how   personal   information   can   be   collected,   handled   and   used.   The   GDPR   applies   to   anyone   holding   personal   information about   people,   electronically   or   on   paper.      Litton   Cheney   Parish   Council   has   also   notified   the   Information   Commissioner   that   it   holds personal data about individuals.   When dealing with personal data, Litton Cheney Parish Council staff and members will ensure that:  Data   is   processed   fairly,   lawfully   and   in   a   transparent   manner.      This   means   that   personal   information   should   only   be   collected from individuals if staff and members have been open and honest about why they want the personal information. Data   is   processed   for   specified   purposes   only.      This   means   that   data   is   collected   for   specific,   explicit   and   legitimate   purposes only.   Data   is   relevant   to   what   it   is   needed   for   Data   will   be   monitored   so   that   too   much   or   too   little   is   not   kept;   only   data   that   is   needed should be held. Data   is   accurate   and   kept   up   to   date   and   is   not   kept   longer   than   it   is   needed   Personal   data   should   be   accurate,   if   it   is   not   it should be corrected.  Data no longer needed will be shredded or securely disposed of. Data   is   processed   in   accordance   with   the   rights   of   individuals,   who   must   be   informed,   upon   request,   of   all   the   personal information held about them. Data   is   kept   securely   There   should   be   protection   against   unauthorised   or   unlawful   processing   and   against   accidental   loss, destruction or damage. Storing and accessing data Litton   Cheney   Parish   Council   recognises   its   responsibility   to   be   open   with   people   when   taking   personal   details   from   them.   This   means that staff and councillors must be honest about why they want a particular piece of personal information.  Litton   Cheney   Parish   Council   may   hold   personal   information   about   individuals   such   as   their   names,   addresses,   email   addresses   and telephone   numbers. These   will   be   securely   kept   at   the   home   of   the   Parish   Clerk   and   are   not   available   for   public   access. All   data   stored on the Litton Cheney Parish Council   computers   are   password   protected.   Once   data   is   not   needed   any   more,   is   out   of   date   or   has   served   its   use   and   falls   outside the   minimum   retention   time   of   the   Parish   Council’s   document   retention   policy,   it   will   be   shredded   or   securely   deleted   from   the computer. Litton   Cheney   Parish   Council   is   aware   that   people   have   the   right   to   access   any   personal   information   that   is   held   about   them.   Subject Access   Requests   (SARs)   must   be   submitted   in   writing   (this   can   be   done   in   hard   copy,   email   or   social   media).      If   a   person   requests   to see any data that is being held about them, the SAR response must detail: How and to what purpose personal data is processed The period Litton Cheney Parish Council tend to process it for Anyone who has access to the personal data The response must be sent within 30 days and should be free of charge. If   a   SAR   includes   personal   data   of   other   individuals,   Litton   Cheney   Parish   Council   must   not   disclose   the   personal   information   of   the other   individual.      That   individual’s   personal   information   may   either   be   redacted,   or   the   individual   may   be   contacted   to   give   permission for   their   information   to   be   shared   with   the   Subject.      Individuals   have   the   right   to   have   their   data   rectified   if   it   is   incorrect,   the   right   to request   erasure   of   the   data,   the   right   to   request   restriction   of   processing   of   the   data   and   the   right   to   object   to   data   processing,   although rules do apply to those requests.  Please see “Subject Access Request Procedure” for more details. Confidentiality Litton   Cheney   Parish   Council   members   and   staff   must   be   aware   that   when   complaints   or   queries   are   made,   they   must   remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential. Policy adopted July 2018 Review July 2019
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